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A Excerpttoc

Overview

Excerpt
nameqms_workflow_decription&graphic

The Quality Management Systems Workflow is bundled with the app and is a compliance review focussed workflow that has four states.

Documents

  • documents start

in 

  • in Draft

,

    • transition

to In Approval and then Approved.The fourth state 

    • to In Approval 

    • then transition to Approved

  • a fourth state Obsolete is used to indicate that the document is retired - no new versions are expected

.

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This workflow uses an e-signature process (user email and one-time password authorization) for each approval.

Users or group of users that are allowed to approve the In Approval state content

can be restricted. This list

are restricted

  • this list of users is configured at space level

,

  • by the space administrators

and
these reviewers

  • the workflow parameter value as reviewers for the approval.

Assigned reviewers receive an email notification on the workflow transition to the In Approval state.

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In this page:

Info

A Comala Document Management workflow can be applied to pages and blog posts.

On this page

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Workflow states

This workflow is ideal for teams that need to demonstrate compliance with guidelines, rules, or standards. This could include ISO standards, FDA regulations, or even internal corporate standards. The workflow utilizes multiple states.

Workflow State

Description

Draft

  • if no one has been assigned to review the page then any user can give approval or rejection

.

  • if someone with page edit permissions has assigned reviewers then only those specifically assigned users can approve or reject

.

  • all reviewers will be prompted to enter their email and One-time Password (OTP) to complete their approval/rejection (see OTP and e-signatures)

.

  • if all reviewers provide their approval, then the state transitions to In Approval

.

  • if all reviewers reject, then the state transitions to Obsolete

.

In Approval

  • space admins set reviewers that are required to approve the content review by adding user and/or group values to workflow parameters in the space tools Document Control dashboard

.
 

  • workflow assigned reviewers can only be removed from the content review by editing the workflow parameter values.

  • all assigned reviewers are required to undertake and agree on the content review decision for the workflow to transition

.

  • users who are not assigned as reviewers will not be able to access the workflow popup

.

  • all reviewers will be prompted to enter their email and One-time Password (OTP) to complete their approval/rejection (see OTP and e-signatures)

.

  • if all reviewers provide their approval, then the state transitions to In Approval

.

  • if all reviewers reject, then the state transitions to Obsolete

.

Assigned reviewers are emailed when the state changes to In Approval. These custom notifications are created by a JSON trigger added to the workflow

.

Published

  • this is the final state

.

  • any update on the page transitions it back to the Draft state

.

Obsolete

  • the content of the page is obsolete

.

  • any update on the page transitions it back to the 

Draft state.

  • Draft state

If a copy of the QMS workflow is saved then for the new workflow, assigned reviewers can add (and remove) other users as additional reviewers (except those users assigned by the workflow as reviewers).

Adding or removing a label or attachment does not action the updated transition when the content is in the In Approval, Obsolete or Published state. This transition only occurs if the content is edited and published (changing the Confluence page version).

Excerpt
nameqms_workflow_esignature

E-signature in the QMS workflow

Both approvals in this workflow is to require users to use their email and a one-time password (OTP) to confirm their identity when registering an approval.

Approvals (content reviews)

will be

are disabled in the workflow popup until the email and a token are entered.

Reviewers are prompted to setup a personal code when they first visit a page in the content review state and access the workflow popup.

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As a reviewer, to be able to electronically sign for Document Approvals you will need:

  • your mobile device with a 2 Factor Authentication (2FA) app.

  • your email address that you use to login to Confluence.

This setup only needs to be undertaken by a user once in each instance. However, the 2FA app tokens from the OTP provider are time-limited.

Info

The global administrator can configure the app use for the OTP provider and, if required, mandate that all users using an e-signature reset their user approval tokens.

You will need to use a time based token generated by the authentication app each time you approve a page that requires an e-signature approval.

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(info)

If inWebo is enabled for user authentication, the workflow popup

will display

displays a request for a username and password (not an OTP token). The required password is the inWebo generated token.

All the approvals in the workflow (in both the Draft and In Approval states) in the default workflow will require each reviewer to confirm their identity using their email and a third party generated token.

The email and token are validated when the Approve or Reject decision is made by the reviewer for the content review.

The requirement for an e-signature is activated or deactivated for each individual approval in the workflow.

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If the e-signature requirement is removed for either or both of the approvals (or any other changes using workflow builder) the workflow

will need

needs to be saved as a custom workflow in your space.

Set approvers using space

parameters Anchorqms_

parameters

qms_parameters

The QMS workflow

can

automatically

assign

assigns reviewers to the

the

content review in the In Approval state.

Info

A space admin

can

is able to set a list of users or groups as controlled document approvers for the content review by adding values using Edit Parameters option in the document management dashboard.

This setting cannot be changed per page, and allows admins to

indicate

manage who can give the final approval to the documents, before reaching the end state Published.

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The parameter values are set by the space admin in the space document managment dashboard using the Edit Parameters option.

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The Edit Parameters option is only displayed when the current workflow has one or more parameters defined in the workflow.

Set the parameter value(s) using the Parameters dialog box.

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Info

Add one or more usernames to Document User Reviewers parameter and/or one or Confluence user groups to the Document Group Reviewers parameter.

The individual users listed (and/or users who are members of a listed group) are automatically assigned to the approval in the In Approval state.

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All assigned reviewers must undertake the content review and agree to Approve or Reject the content for the workflow to transition

If any edits are undertaken for the QMS workflow in space mode and a copy is saved, assigned reviewers will be able to add (and remove) additional users as reviewers to the In Approval content review using the workflow popup.

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Workflow assigned reviewers can only be removed by editing the workflow parameters in the space tools Document Management dashboard.

Info
Note: If

When the QMS workflow is applied to an individual page or blog post the users to be assigned to the review in the In Approval state are added as page parameters

. These values are set when initially adding the page workflow

. They can be amended using the Manage Page Parameters option in the page tools menu.